2021 Buses Pre-Solicitation Confererence Slides Final.pptx

2021 Pre-Solicitation Conference GSA Buses Buying Program December 3, 2019

- Adult Work Buses

- School Buses

- Shuttles

- Inter-City Commuter Coaches

- Over the Road Touring Coaches

Federal Acquisition Service

U.S. General Services Administration

ACQUISITION PROCESS SUMMARY

AutoStandards AutoBid AutoChoice

Requirements Development Solicitation Proposal Submission** Evaluation Award Order Placement Contract Administration **In addition to other proposal submission requirements of the RFP (Administrative Requirements/Technical Proposal)

Len F starts presentation

IMPORTANT DATES

December 3, 2019 – Pre-Solicitation Conference December 5, 2019 – New Models Due to Engineering December 10, 2019 – AutoStandards1 Opens December 31, 2019 – AutoStandards1 Closes December 30, 2019 – Federal Standards Comment Collector (Public Comment Period) February 18, 2020 – AutoStandards2 Opens February 27, 2020 – AutoStandards2 Closes March 4, 2020 – Federal Standard 833P finalized March 16, 2020 – Solicitation posted to beta.SAM.gov

Len F: Specify important dates

Program/Project Management Vehicle Engineering & Supplier Management – Responsibilities IT Systems Support for Contracting GSA Procurement/Acquisition Process Questions & Answer Session at the end of the presentation via web chat only.

AGENDA

Len speaking to this?

Automotive & Vehicle Product availability……….

Vehicles available year round Orders can be placed 24/7 via AutoChoice Closeout dates can be checked via Vehicle Availability List (VAL) “Rules of the Road” provides important updates Vehicle Buying email: vehicle.buying@gsa.gov

What does last bullet refer to? Customer Support.

Buses Engineering & Customer Support Federal Standard 833 Dillon Akyuz (primary engineer), doruk.akyuz@gsa.gov Russ Miller (secondary engineer), russell.miller@gsa.gov John Hampson (Branch Chief), john.hampson@gsa.gov

Kevin Gibson, kevin.gibson@gsa.gov Vehicle Buying email: vehicle.buying@gsa.gov

What does last bullet refer to? Customer Support

AGENDA

Development of Vehicle Standards & Requirements Technical Subject Matter Experts Product Inspections Product Acceptance from the Contractor

Vehicle Engineering & Supplier Quality Services - John Hampson, Chris Davis

How much do we want to talk about this?

Development of Vehicle Standards

Draft standards are released each year and are commented on through public comment collector - industry and customers Standards finalized based on industry, customers, and GSA specification, NHTSA, DOT, & other Federal Regulations Commercially available vehicles only

Engineering Support Services

Market Research and Analysis of Alternatives Emerging Technologies Systems Engineering and Integration Statements of Work Up-fitting of Government Owned Vehicles (GOVs) Inspection/Acceptance

Engineering Support Services, continued

Project Planning and Management Industry Expertise Warranty/Post Delivery Support Certified Contracting Officer’s Representatives (COR)

GSA Engineering Resources are Available to Our Agency Customers & To Our Contractors

Vehicle Inspections

GSA (IOA) Industrial Operations Analyst will test everything on the vehicle. First Article versus 100% Production inspection Test Drive & 100% equipment function test Verify the vehicle meets the order requirements Verify a Contractor’s Production Facility, Quality & Manufacturing Systems & Process Controls (PAR)

Chris Davis can speak to this and next slide.

Acceptance of Inspected Vehicles

After your vehicle is inspected and approved:

Industrial Operations Analyst (IOA) will complete:

GSA Form 308 (Notice of Inspection) or DD250 (Material Inspection and Receiving Report)

Performance Metrics – How GSA Evaluates Supplier Performance

Performance Standard for On-Time Shipment is 95% of your Period of Performance Total Current vendors Failure to meet benchmark for two successive periods could affect past performance evaluations New vendors Evaluated on prior commercial contracts

Helpful Resources to Assist Your Organization www.gsa.gov – General Services Administration www.gsa.gov/automotive – Vehicle Buying www.gsa.gov/autochoice – AutoChoice www.gsa.gov/elibrary – GSA eLibrary www.gsaadvantage.gov – GSAAdvantage!

www.beta.SAM.gov – Contract Opportunities www.acquisition.gov – FAR/GSAM

All links verified.

GSA Points of Contact

Kevin Gibson Program Management

(703) 605-2930 kevin.gibson@gsa.gov

John Hampson Vehicle Engineering

(202) 619-8928 john.hampson@gsa.gov

Dallas Brewer Light Vehicle Acquisition

(703) 605-2685 dallas.brewer@gsa.gov

Len Fedoruk Purchase Division

(703) 605-3413 leonard.fedoruk@gsa.gov

Program Management Office Federal standards/minimums – Designed to specify a product that will perform the customer’s desired missions No experimental vehicles – We need vehicles with proven history and operation Inspections – Performed to ensure the vehicle received is the vehicle specified and purchased Dates – New model not permitted after AutoStandards closes Thank you! - Without your products the Federal Government would stop in its tracks

Program Management Office GSA Automotive Customer Care Line & Web Site

(844) 472-1200 vehicle.buying@gsa.gov

LIGHT VEHICLES ACQUISITION SUPPORT

Dallas Brewer - Branch Chief Craig Yokum - Contracting Officer Requirements Definition Acquisition Planning Solicitation Source Selection/Evaluation Award

Craig Yokum: Self-Introduction. Here are the six major phases of Contract Acquisition that I will go over now with you and how these tie into the Customer, Engineering, Systems, and other Industry involvement associated with the Government’s purchase of buses. As the Contracting Officer (CO), I am responsible for working with the PMO to define requirements and planning the acquisition elements and milestones. By doing this, conducting necessary market research, and consulting our Federal Acquisition Regulation (FAR) and General Services Administration Regulation (GSAR) and legal sources, I put together the solicitation package that I will release to the public through what is now beta.SAM.gov (formerly FedBizOpps or FBO.gov). Offerors are given about a month to prepare proposals that address this solicitation. Once proposals are received, the GSA Source Selection Team will evaluate the administrative, technical, and pricing elements in order to negotiate and make contract awards. Post award and after the contract data is uploaded into AutoChoice, I perform various contract administration functions, including modifications of the contract and specific orders as necessary.

Customer Procurement/Acquisition Process

Review vehicle minimum standards Select items and options Evaluate price Make a Best Value decision Verify Motor Vehicle Delivery Order (MVDO) immediately Check ship status in AutoChoice (ROADS) Inspect vehicle before delivery acceptance Ensure Certificate of Origin (COV) arrives

This slide shows the Customer’s role in the process. Once the customer has established an account in AutoChoice, he or she can move forward in procuring buses. First, a customer determines, by mission requirements, the bus type, size, and passenger capacity needed to narrow down the Special Item Number (SIN) to examine. By first reviewing the minimum standards of all potential bus offerings, the customer can better determine if the SIN will meet mission requirements. By selecting the specific SIN and optional equipment items needed, the customer is provided a listing of potential contractors which can fulfill such orders. The customer can also compare pricing on base prices and optional equipment items as well to make either a Low Priced Technically Acceptable or Best Value decision in placing this order. Once the customer has placed the order, a Motor Vehicle Delivery Order (MVDO) is issued overnight (most always by facsimile) to both the customer and contractor providing the specifics on the bus order. While buses take at least several months to produce, the customer can check the shipment status before delivery acceptance and should ensure receipt of the Certificate of Origin.

CONTRACT PROCESS SUMMARY

AutoStandards AutoBid AutoChoice

This slide juxtaposes the entire acquisition cycle with the phases of AutoStandards, controlled by Engineering, AutoBid, controlled by Contracting, and AutoChoice, maintained by Systems, Engineering, and Contracting at GSA.

Requirements Definition

Acquisition Planning

Source Selection

Requirements Definition Starting point for acquisition process Develop customer requirements by collecting product and component information to meet a specific customer need Potential offerors must request an AutoVendor account to participate in acquisition process Sources Sought Notice posted to beta.SAM.gov (Contract Opportunities)

Acquisition Planning

Market Research performed Requirements are further defined Risks are addressed and mitigated Make/Models identified Clauses/Provisions identified

Defined solicitation posted to Contracting Opportunities (www.beta.SAM) with open/closing dates/times Indefinite delivery/Indefinite quantity (IDIQ) Period of Performance – 1 Base Year + 3 One-Year Options No minimum sales requirements Full-and-open competition FAR Part 12 (Commercial Items) and FAR Part 15 (Contracting by Negotiations) Mandated use of AutoChoice for ordering Requests for Explanation/Information Contract administration responsibilities retained by PCO

Source Selection/Evaluation Volume 1: Responsibility Determination Financials, Delivery Schedule, Performance, Facilities, etc.

Volume 2: Technical Proposal Evaluation Evaluation procedures in the RFP Past Performance Evaluation CPARS, offeror-supplied past performance information Volume 3: Price Analysis Contracting Officer may ask for Proposal Clarifications

Source Selection authority makes award recommendations Multiple Contract Awards anticipated Solicitation Clauses, Technical Proposal, Pricing Proposal, other Terms/Conditions become part of each final contract award Award notices posted to www.beta.SAM.gov

Customers make bus selections in AutoChoice Vendors ship buses in accordance with contract terms/conditions (FOB Destination) Weekly Status Reports Monthly Status Reports Notification of Vehicle Delays Notification of Vehicle Defects Other contract administration actions as necessary – Contract and Order Modifications 95% on-time shipment performance benchmark

HELPFUL RESOURCES

www.gsa.gov – GSA website www.gsa.gov/automotive – Vehicle Buying website www.beta.SAM.gov – Contracting Opportunities website www.acquisition.gov – FAR/GSAM website

GSA Office of Motor Vehicle Management Center for Automotive Acquisition

FY 2020

AutoVendor https://AutoVendor.fas.gsa.gov

AutoStandards: A web-based application used by vendors to provide vehicle technical data as it relates to the Federal Vehicle Standards. It displays GSA's minimum vehicle requirements and compiles vehicle specifications from manufacturers/vendors.

AutoBid: A web-based application used by vendors to submit offers in response to solicitations and program renewals.

Other Information: AutoVendor also provides modules to update vehicle status, update model colors/pictures and download reports.

What programs are available from AutoVendor?

How do I get an AutoVendor Account?

To request an AutoVendor account, email automotiveedi.partnerships@gsa.gov with the following information.

Company Name DUNS Number Address Business Size (small or large) User’s Name(s) Telephone Fax (unless an EDI vendor, this is the number orders will be faxed to) Email Forgot Password?

No need to obtain a new user id, however, you will be required to obtain a new password because of security requirements.

Obtaining AutoVendor Passwords New user to AutoVendor?

Send requests to AutomotiveEDI.Partnerships@gsa.gov

Already have a user id and password?

No need to obtain a new user id and password. The old user id is still valid, however, you will be required to obtain a new password. To obtain the new password, type your current user id in the User Name field then click on the "Forgot Password" link.

Due to increased security measures, this website requires you to update your password before being granted web access.

You will be required to change your password regularly.

Please enter a web password that meets all of the following criteria:

Password MUST be between 8 - 16 characters Must contain at least one upper case letter (A-Z) Must contain at least one lower case letter (a-z) Must contain at least one numeral (0-9) Must contain at least one of the following : #@ $%&!*+=?_:[ ] { }

Using our new menu bar Drop-down menus are displayed on demand by mouse click or hover.

Select “Vehicle Type” from a drop down box, or Select “Checklist Report” for a side bar menu of all items.

Two Ways to Access Vehicle Type

Main Menu, select “Vendor Updates”;

From the drop down list box, select type;

Select schedule line;

Select type of update: Colors or Pictures

Updating Model Color and Pictures

Select the “Colors” tab and begin updating, adding or deleting colors for your available models.

* Disclaimer:

Orders placed by customers prior to the date and time of color changes will not reflect the new updates made to the color table.

Colors

Pictures/Documentation Maintenance

To maintain your pictures/documentation, select the “Pictures” tab under Vendor Updates to add or delete photos for your available models.

Mouse over the thumbnails to see larger size image. Or double click to see all.

Re-Arrange Button:

User can modify the sequence order of the pictures to be displayed in AutoChoice by editing the sequence number. The thumbnail in the first position is what will be displayed in the AutoChoice Choice screen.

Delete unwanted images.

Run Your Own Report:

Main Menu:

Select Report Builder Enter the date range, etc. Select the specific data.

To Process:

Select the file type.

Save your query.

Example Report:

Report Builder

General Notes about NEW AutoVendor Program:

Userid/Password:

Existing userid’s are still valid but will require a new password because of updated security requirements.

New users must send a written request to: AutomotiveEDI.Partnerships@gsa.gov

Vendor direct updates to AutoChoice:

Colors, photos, and status can be updated and maintained by the vendor.

Building reports:

Ability to customize your own report and save the query for future use.

GSA Office of Motor Vehicle Management Center for Automotive Acquisition

FY 2020

AutoStandards https://AutoVendor.fas.gsa.gov

AutoStandards is GSA Automotive’s web based application for vehicle standards and specifications. It is a sub-module of GSA’s AutoVendor web site.

Displays GSA’s minimum vehicle requirements.

Collects vehicle specifications from manufacturers/vendors.

What is AutoStandards

How do I access AutoStandards?

To access AutoStandards, log into AutoVendor: https://AutoVendor.fas.gsa.gov To request an AutoVendor Account, email automotiveedi.partnerships@gsa.gov with the following information.

Company Name DUNS Number Address Business Size (small or large) User’s Name(s) Telephone Fax (unless an EDI vendor, this is the number orders will be faxed to) Email Forgot Password?

No need to obtain a new user id, however, you will be required to obtain a new password because of security requirements.

Selecting a Vehicle Type Select AutoStandards drop down and click on “Vehicle Type.”

A list of vehicle types will appear to the right.

Selecting a Vehicle Type Select the standard item number from list.

Minimum Requirements Tab Enter the Minimum Requirements here.

Optional Equipment Tab Enter Optional Equipment information here.

Checklist Report Select AutoStandards drop down and click on “Checklist Report.”

A list by vehicle type will appear showing what is pending and submitted.

This is a link to the model data for review.

CARS Line: 844-472-1200

Vehicle Buying: vehicle.buying@gsa.gov

Still Have Questions or Need More Information?

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